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University of Kansas Medical Center
The Radiology Research Services System (RRSS) User Handbook
1/4/2018
Radiology Research Services System: User Handbook 1
Contents
The Radiology Research System (RRSS) Overview .....................................................................................................2
Creating a REDCap Account ........................................................................................................................................4
Accessing the Radiology Research Services System in REDCap .................................................................................4
Protocol Review ..........................................................................................................................................................5
Radiology Research Imaging Needs Identified Survey ...........................................................................................6
Site Survey/Scanner Qualification Request ............................................................................................................8
2. Study Initiation Activities ................................................................................................................................. 11
Radiology Research Approval Notification Survey .............................................................................................. 11
3. Study Procedures ............................................................................................................................................. 12
The Request Information Form ........................................................................................................................... 12
The Special PET/CT Scanning Request Form ....................................................................................................... 14
Answering Queries .............................................................................................................................................. 15
Requesting Special Radiologist Reads ................................................................................................................. 17
4. Study Closeout Activities ................................................................................................................................. 17
Radiology Research Services System: User Handbook 2
The Radiology Research System (RRSS) Overview The Research Division within the Department of Radiology provides specialized imaging services for research
studies conducted at The University of Kansas Medical Center and other affiliated locations. These services
include, but are not limited to: study protocol review, site survey/scanner qualification completion, corelab
image uploading, specialized radiology reads, and specialized PET/CT scanning.
In order to more effectively support the growing need of these requests, the Radiology Research Team has
created a secure, centralized REDCap database to house all requests and send notifications. The system is
designed as an integrated two-part database to incorporate information at both the study and patient levels to
efficiently track, service, and bill for ancillary research services in the Radiology Department.
Involvement of study coordinators in this process is summarized as follows:
Protocol Reviews
1. Radiology research administrators will send a survey link to study coordinators for completion.
2. Study coordinators will open the survey link, fill in data fields, and submit the survey to document/confirm radiology needs for the clinical research study. Radiology research administrators will be notified of survey completion.
3. Radiology research administers will notify the study coordinator when the study has been approved.
Image Uploading and Special PET/CT Requests
1. Study coordinators will complete request forms by using the Radiology Research Services System REDCap database.
2. Radiology research administrators will be notified of the requests, confirm them, and notify study coordinators when the service has been completed.
3. Documented information will then be exported to support billing operations.
4. Study coordinators will be able to answer all queries from corelabs using the REDcap database.
Site Survey/Scanner Qualification Requests
1. Study coordinators will use a survey (link found on our website) to submit site survey requests.
2. Radiology research administrators will be notified of requests, complete the request, and notify study coordinators.
Radiology Research Services System: User Handbook 3
Study Life Cycle + RRSS
Protocol Reviews
1
Study Initiation Activities
2
Study Procedures
3
Study Closeout Activities
4
1. RR reviews protocol for imaging & special research procedures. 2. RR sends SC “Radiology Research Imaging Needs Identified” survey.
A. SCs submit Site Survey/Scanner Qualification Request, if necessary. B. RR completes request & notifies SC.
3. RR receives IRB approval notification & approves study. 4. RR sends SC “Radiology Research Approval Notification” survey.
8. RR receives IRB notification and closes study.
RR = Radiology Research SC = Study Coordinator
5. SC uses REDCap to request uploads & answer queries. SC uses O2 to request special reads using study-specific SmartPhrases.
6. RR completes upload/reads & notifies SC. 7. RR bills studies for services.
Creating a REDCap Account You will need REDCap to access the Radiology Research Services System. To create an account:
1. Visit https://redcap.kumc.edu/
2. Enter your KUMC username and password.
3. Follow the prompts to create an account.
4. Check your KUMC email and click on the link in the email to verify your REDCap account
Accessing the Radiology Research Services System in REDCap After logging into REDCap, you will see your homepage. Click on the “My Projects” tab.
Radiology Research Services System: User Handbook 5
A listing of all projects to which you have access will appear. The Radiology Research Services System projects
are titled “1,1 Radiology Research Sutdy Review”, 1.2 Radiology Research Services Requests”and “1.3 Radiology
Site Survey/Scanner Qualification Requests.” (Only project directors have access to 1.3.) If you do not see these
links in your “My Projects” tab, you have not been given access to them. Please email
[email protected] for access.
Protocol Review When the radiology team has reviewed a protocol and determined radiology services may be involved, project
directors or study coordinators will receive an email notification (see below) to complete a survey.
Radiology Research Services System: User Handbook 6
Radiology Research Imaging Needs Identified Survey After clicking the link in your email, the survey will appear. You cannot save a partially-completed survey to
revisit later, so you will need to complete the survey in one sitting.
This person will receive an
email notifying him/her of
this designation (if different
than the person filling the
survey) and will receive all
subsequent system
generated notifications
(along with the person filling
this survey).
This section will expand if
“Yes” is chosen to enter a
different PI name.
This section will expand if
“Sponsor,” “Grant,” or
“Other” is chosen to enter
the sponsor or grant name.
Radiology Research Services System: User Handbook 7
if you have special training
needs.
Be sure to complete ALL
required fields and then click
“Submit.” You and
will receive confirmation of
your submission.
These fields and some fields
below will differ based on the
needs identified in the
protocol.
The date entered here
generates a calendar invite to
If the date changes, email us.
This section will expand if
“Yes” is chosen to enter
comments.
A link to the “Site
Survey/Scanner Qualification
Request” survey will appear
“Yes” is chosen.
Radiology Research Services System: User Handbook 8
Site Survey/Scanner Qualification Request If a site survey or scanner qualification request is necessary, you can find link to this survey on our website:
http://www.kumc.edu/school-of-medicine/diagnostic-radiology/radiology-research/research-
administration.html.
Since you cannot save a partially completed survey, the survey must be completed in one sitting.
Be sure to complete ALL
required fields and click
“Submit.” You and
will receive a notification of
your submission.
Radiology Research Services System: User Handbook 9
After radiology has completed the request, you will receive the following email:
REDCap holds records of all site survey/scanner qualification requests and completions for reference in the
event of queries. To look up records, find the “1.3 Radiology Site Surveys/Scanner Qualification Requests” link in
your REDCap list. Click on any of the visible forms on the left to view your request and completion records. The
“Site Survey/Scanner Qualification Request Completion (Rad Research)” form will be most helpful to answering
queries. If you know the record number of the request, choose it from the dropdown box. Otherwise, you can
search by study name, sponsor name, or other identifier in the Data Search box.
Radiology Research Services System: User Handbook 10
In this instance, you can see information from Idea32 study record from the “Site Survey/Scanner Qualification
Request Completion (Rad Research)” form. Since you have view only access, you may print this screen or
download the confirmation document for your records, but you cannot change any of the information.
Radiology Research Services System: User Handbook 11
2. Study Initiation Activities
Radiology Research Approval Notification Survey After the study is IRB and radiology approved, the study coordinator will receive the email below. You should
click on one of the links in the email to complete the brief survey.
After clicking on the link in your email, the survey below will appear. Simply click on the “submit” button to
document you received the activation notification.
Radiology Research Services System: User Handbook 12
3. Study Procedures
The Request Information Form After a study has been approved, study coordinators will enter patient data and request radiology services in
REDCap. (See the section on “Creating a REDCap Account” for more information on opening an account.)
1. Click on the “1.2 Radiology Research Services Requests” link from the “My Projects” tab.
2. Click on the “Request Information” link.
Radiology Research Services System: User Handbook 13
3. You will see the screen below. To add a new record, click the “Add New Record” button.
4. The following screen appears. Complete the fields as appropriate.
Enter your name and email.
REDCap automatically
generates the Study ID. You
can think of this as a REDCap
record number.
Click “Save and Go To Next
Form” to complete your
request.
“Attach” your request to the
correct study from the
dropdown list.
Radiology Research Services System: User Handbook 14
The Special PET/CT Scanning Request Form
Click “Save Record” to save your
request and return to the form’s
homepage. If the form is marked
“complete,” your request will be
sent to Radiology Research when
you click the “Save” button. If the
form is marked “Incomplete” or
“Unverified,” the request will NOT
be sent to Radiology Research.
If you ever need to go back
to the previous form to fix
or view something, you
can click on the form’s link
here.
If you have completed as much
data into the data fields as possible,
choose “Complete.” When you click
the “Save” button below, your
request will be submitted to
Radiology Research if this form is
marked “Complete.” Choose
“Incomplete” or “Unverified” if you
would like to come back later to fill
in missing data or verify data. When
you choose either save options
below, your request will NOT be
submitted.
Radiology Research Services System: User Handbook 15
Radiology research will receive notification of your request and you will receive an email confirmation of your
request. After your scan date has been confirmed, you will receive the following email:
Answering Queries REDCap holds records of all requests and completions for reference in the event of queries. To look up records,
find the “1.2 Radiology Research Services Requests” link in your REDCap list. Click on any of the visible forms on
the left to view your request and completion records. If you know the record number of the request, chose it
from the dropdown box. Otherwise, you can search by patient name, MRN, or other identifier in the Data Search
box.
Radiology Research Services System: User Handbook 16
In this instance, you can see Carissa Walter’s appointment confirmation from the “Special PET/CT Scan Appt &
Radiopharmaceutical Order Confirmation (Rad Research)” form. Since you have view only access, you may print
this screen or download the confirmation document for your records, but you cannot change any of the
information.
Radiology Research Services System: User Handbook 17
Requesting Special Radiologist Reads via O2 imaging orders using study-specific SmartPhrases, NOT REDCap.
If special imaging or reads are necessary for a study patient, in the “comments” field, begin by typing a period
(“.”) followed by “HSC.” All assigned SmartPhrases will begin to appear for the user. Select the appropriate HSC
number and the study-specific scheduling, technologist, and/or radiologist instructions will automatically
populate. Sign the order to complete the process. This information will flow across to the scheduling desk,
technologist control sheet, and the radiologist reading palette.
If you have any questions about this process or need SmartPhrases created or edited, please email
[email protected] for help.
4. Study Closeout Activities Radiology receives notification from the IRB and closes the study.